The IEEE EMC Society
Distinguished Lecturer Terms & Conditions

Target audience(s) (EMC Chapters, other IEEE society/entity chapters, non-IEEE organizations, other)

The DL Program is a benefit primarily intended to serve existing EMC Chapters. However, non-EMC Chapters may request an EMC-S DL presentation. For instance, DL engagements may be arranged from time to time for the benefit of EMC Chapters that are in the process of formation or affinity groups that clearly demonstrate an expressed interest in forming an EMC chapter, other IEEE Society Chapters, or when significant interest in EMC is expressed by a non-IEEE entity (e.g., an outside professional organization or some other materielly-interested group). The decision to support such interests or engagements outside of existing EMC Chapters shall be made at the discretion of the VP of Member Services and the DL Program Chair on a case-by-case basis, and shall be contingent upon the availability of funds to support such activities.

Mixed travel consisting of a combination of DL and non-DL (affiliation business, personal) activities

Preferably, DL travel arrangements shall be for the purpose of conducting a DL presentation, but this may be combined with business on behalf of the DL's company affiliation. In the case of the former, the IEEE EMC Society shall sponsor the DL activity and reimburse the DL in accordance with the official reimbursement policy, which may include cost sharing by the hosting Chapter. If the DL assignment was coordinated in conjunction with a scheduled business trip, then the cost of the trip will be covered by the DL's company. However, if, during a DL assignment, a business meeting occurs or the DL's employer requests that the DL take the opportunity to attend a company-related business meeting at/near the location of the DL engagement, then the DL Program will cover the expenses. In cases where travel is intended and requested in advance both for the distinct purposes of a DL speaking engagement and for business purposes, the DL's travel costs shall be prorated or shared proportionally by the EMC Society and Lecturer's affiliation when travel is within the US or abroad (see item 2 below). The EMC Society shall make only partial reimbursement for prorated expenses when any outside business or other activity is involved as part of the travel. Furthermore, non-traditional travel costs or expenses incurred and claimed during the conduct of the DL speaking engagement (e.g., use of someone else's personal mode of transportation to support the conduct of DL business) are prohibited and will not be reimbursed. DL speaking engagements that involve travel for personal reasons is discouraged and may result in the DL engagement being delayed or disapproved. Reasonable exceptions to this may be granted on a case-by-case basis.

The apportionment of airfare and other transportation or lodging costs for intentional "mixed" travel itineraries shall be in accordance with the IEEE general reimbursement guidance as follows:

1. If travel is for the purpose of a DL engagement and a DL adds a few personal days at the lecture site, the EMC-S will reimburse per IEEE general guidance for two (2) nights without apportioning (prorating) airfare and other related travel costs.

2. If a DL accomplishes the planned lecture during or in conjunction with a planned business trip, the EMC-S will reimburse for two (2) nights, but only pay transportation expenses associated with travel between the business and DL sites.

3. For cases not covered by (1) and (2), the DL shall obtain the approval of the VP for Member Services and DL Program Chair prior to finalizing lecture arrangements.

Any exceptions to the above policy shall be coordinated in advance with the VP of Member Services and the DL Program Chair. For example, in certain instances or for logistical and schedule reasons, next-day travel costs immediately following the DL speaking engagement or in-between "back-to-back" engagements may be considered on a case-by-case basis. This may include travel arrangements made with advance approval that result in significant cost savings to the EMC-S and which are reasonable.

Marketing of DLs and commercialism

Normally, the DL Committee advertises the speakers to the Chapters. Hence, it is not advised that DLs actively solicit lecture opportunities; rather, the request for a DL presentation should be initiated by a Chapter. The DL Program is first and foremost a service and resource to a Chapter, and the DLs are advised to avoid opportunities to directly and actively market their expertise in order to preclude any perceived conflict of interest. After the contact is initiated by a Chapter and when preliminary arrangements have been made, the DL may feel free to disclose more information about his/her expertise and topic areas to be addressed.

Commercial marketing or promotional presentations including handout materials containing commercial content shall be strictly prohibited in order to preclude any potential or perceived "conflicts of interest." The DL Program Chair reserves the right to request electronic copies of presentation materials in advance in order to independently review content.  

(Last updated: 4 August 2005)